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To create a standard table format, highlight the rows and columns you want formatted into a table.
Go to the Insert Tab and click the Table Button.
In the Create Table Box, click “My Table has Headers”, then click OK. Your standard table will be created. You can expand it or shrink it as much as you want. Also, you can write out the text in each cell then format it as a table by doing the same steps.
Rules for Accessible Tables
When creating any table, remember the following rules for making a table accessible for all users.
Rule 1: Every
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table should have a clear title.
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| Warning |
|---|
This table has no title. Anyone who reads this table will want to know that the table is about. While the data will help give hints, it simply is not enough. Always include a title. |
...
 |
| Tip |
|---|
A title is included above the table. All readers will now know what the table and data is about.  |
Rule 2: There
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Should Only be
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One table
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Per Worksheet
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| Warning |
|---|
This spreadsheet has two tables. This is unnecessary, and one of these tables has to be moved to another spreadsheet. Seeing two tables would confuse the screen readers in how to give the information to the readers. |
...
 |
| Tip |
|---|
Now the tables are on separate spreadsheets and the data is much more organized. Screen readers and readers in general will have a lot less trouble reading the data on the spreadsheets.   |
Rule 3: If
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Multiple Tables are
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Placed in the
...
Same Worksheet, There Should Only be One Row of Separation.
| Warning |
|---|
There is no separation between the tables. Screen readers will not have any gap to slow down. If there is no gap or “breathing room”, the reader will be confused on when one table ends or starts. |
...
 |
| Tip |
|---|
A space has been added in between the two tables. Though it may look like a small difference, this small change makes a huge impact on people who use screen readers. Now they will know when a table starts and finishes.  |
Rule 4: All
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Tables Must Have Headers, and Must Have Meaningful Names
| Warning |
|---|
This table has a header, but there are no meaningful names. Column1 does not mean anything and would be unhelpful to people trying to learn the information. |
...
 |
| Tip |
|---|
The headers have good labels that tell readers exactly what the content in that row will about.  |
Rule 5: Each
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Table Can Only Have One Header Row and/or
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One Header Column
| Warning |
|---|
Due to this table having two different header rows, the screen reader will read the rows off in an asemantic order. A person using a screen reader will struggle to know what data belongs to the individual categories. |
...
 |
| Tip |
|---|
This table has only 1 header row. The information is very organized and told in a semantic order.  |
Rule 6: Complex
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Tables Must be Broken Down into Simple Tables
| Warning |
|---|
This complex table is very complicated to read. It would be very difficult to readers with visual disabilities to know the categories and the data within them. |
...
 |
| Tip |
|---|
The same chart has been simplified. Now it is much easier to read and there are no unnecessary headers or data.  |
Rule 7: Table
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Headers and the
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Data Itself Must Not be Separated by Blank Rows or Columns
| Warning |
|---|
There is a space between the headers and the data. This is unneeded and does not look very presentable. |
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 |
| Tip |
|---|
There is no space between the headers and the data. This will make reading it much easier and improves the overall look of the table.  |
Rule 8: No
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Merged Cells. Instead,
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Write the
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Same Data in Multiple Cells.
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| Warning |
|---|
This table shows the states column having merged cells. This is table would be very difficult for some readers. |
...
 |
| Tip |
|---|
This table shows the state names repeated next to their major cities. This is much easier for students to read when using screen readers.  |
Rule 9: If
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Conditional Formatting is
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Used, the
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Same Information Must be Available to Read in Text Format.
| Warning |
|---|
This table uses conditional formatting, by making all of the restaurants with more than 23,000 location glow green. This is not accessible because screen readers will not tell the student the color of the cell. |
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 |
| Tip |
|---|
This table is created separately for restaurants that fulfill the requirement. This is much easier to read and understand.  |
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